Office Administrator/Receptionist

Job description:

Job Summary
We are seeking a dynamic and organized Office Administrator/Receptionist to join our team! In this vital role, you will be the welcoming face of our organization, managing front desk operations, providing exceptional customer service, and supporting daily administrative functions. Your energy and professionalism will ensure smooth office operations, foster positive interactions with clients and visitors, and contribute to a productive work environment. This paid position offers an exciting opportunity to develop your office management skills while being an integral part of our team’s success.

Responsibilities

• Greet visitors, clients, and vendors with a friendly and professional demeanor, ensuring a positive first impression.
• Manage multi-line phone systems, directing calls efficiently and courteously while maintaining excellent phone etiquette.
• Handle incoming and outgoing correspondence, including emails, mail, and packages, with accuracy and timeliness.
• Maintain organized filing systems—both physical and digital—using tools like Google Workspace and Microsoft Office applications.
• Support data entry tasks such as updating records, invoicing using QuickBooks, and maintaining client databases with precision.
• Assist in calendar management by scheduling appointments, meetings, and reminders for staff or executives.
• Perform clerical duties including proofreading documents, managing office supplies inventory, and supporting bookkeeping or basic financial recordkeeping.
• Reviews master production schedule and work orders.
• Establishes priorities for specific customer orders.
• Revises schedule according to work order specifications, established priorities, and availability or capability of workers, parts, material, machines, and equipment.
• Reschedules identical processes to eliminate duplicate machine setups.
• Distributes work orders to departments, denoting number, type, and proposed completion date of units to be produced.
• Confers with department supervisors to determine progress of work and to provide information on changes in processing methods received from methods or engineering departments.
• Compiles reports concerning progress of work and downtime due to failures of machines and equipment to apprise production planning personnel of production delays.
• Maintains inventory of materials and parts needed to complete production.
• Expedites production of spare parts and establishes delivery dates for spare parts orders

Requirements

• Proven experience in office management or administrative roles with strong organizational skills.
• Excellent computer literacy including proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and data entry software.
• Prior experience working at a front desk or as a receptionist in medical or dental settings is highly desirable.
• Bilingual abilities are a plus to effectively communicate with diverse clients and team members.
• Strong customer service skills with the ability to handle inquiries professionally via phone or in person.
• Knowledge of multi-line phone systems and phone etiquette to manage high call volumes smoothly.
• Demonstrated ability to multitask efficiently while maintaining attention to detail; typing speed and accuracy are important.
• Experience with clerical tasks such as filing, proofreading documents, and managing schedules is preferred.
• Personal assistant experience or familiarity with office bookkeeping can be advantageous for supporting various administrative needs. Join us to be part of a vibrant team dedicated to excellence in office operations! This role offers an engaging environment where your organizational talents will shine while helping us deliver outstanding support to our clients and staff alike.